Lost, Stolen or Damaged: Here Is Exactly How to Get a Replacement A-Level Certificate in Rwanda

Losing your A-Level certificate is one of the most stressful things that can happen after completing your national examinations. Whether it was misplaced during a move, stolen, or damaged beyond use, your academic record does not disappear with the paper it was printed on and Rwanda has a clear, official process for recovering it.

This guide walks you through every step: what to do first, what documents you need, how to apply online, what the process costs, and how long it takes. Everything here is based on verified information from NESA and official Rwandan government portals.

First, Understand What NESA Can Actually Replace

The National Examination and School Inspection Authority (NESA) is the government body responsible for all national examination certificates in Rwanda  including your Advanced Level (A-Level/S6) certificate, Ordinary Level (O-Level/S3) certificate, and Primary Leaving certificate (P6).

NESA offers a standardized process for the replacement of official certificates, ensuring that your hard-earned qualifications are never permanently lost. This applies whether your certificate was lost, stolen, or physically damaged.

The replacement process is now largely digital and can be initiated without travelling to a government office which is a significant improvement from older paper-based systems.

Step 1 : Get a Police Report (RIB Lost and Theft Certificate)

Before you can apply for a certificate replacement, you need official documentation proving what happened to your original.

If your certificate was lost or stolen, the first stop is the Rwanda Investigation Bureau (RIB). You must apply for a Lost and Theft Certificate  an official document that confirms the loss was reported to the authorities.

This service provides assistance in obtaining lost and theft certificates for individuals who have experienced the loss or theft of their valuable possessions, including documents. The application is processed at the nearest RIB station. The processing time is 1 day and it is free of charge. The certificate is valid for 1 month.

How to apply for the RIB Lost and Theft Certificate:

Visit www.irembo.gov.rw

Under the Rwanda Investigation Bureau services section, click on "Lost and Theft Certificates"

Click Apply

Enter your National ID number, Passport, Foreigner ID, or Refugee ID

Submit your application

You will receive confirmation within 1 working day. Applicants can apply with or without an IremboGov account.

Important: The RIB certificate is valid for only one month, so do not apply for it until you are ready to move immediately to the NESA application in Step 3.

If your certificate was damaged (fire, flooding, torn, or otherwise physically destroyed rather than lost), you do not need a RIB certificate. You will instead submit the damaged original as evidence during the NESA application.

Step 2: Gather All Required Documents

Before starting the NESA application, make sure you have the following ready:

For a lost or stolen certificate:

Your original National ID card (or Passport for non-citizens)

The RIB Lost and Theft Certificate obtained in Step 1 (must be current — valid within 1 month)

Your examination index number (this is on your original result slip if you do not have it, contact NESA directly on their toll-free line 9070)

A recent passport-size photograph (digital format: ≤200KB, white background, ears visible)

For a damaged certificate:

• Your original National ID card (or Passport)
• The damaged certificate itself as physical evidence
• Your examination index number
• A recent passport-size photograph

If you have also lost your result slip and do not know your index number, contact NESA at [email protected] or call 9070 (toll-free) before proceeding: they can help you verify your record in their database.

Step 3: Apply Through the NESA Online Portal

With your documents ready, you can now apply directly through NESA's official online services portal.

Go to: portal.nesa.gov.rw

This is NESA's official gateway for all certificate-related services, including the (Certificate Replacement) service. The NESA online portal provides the necessary application forms, payment methods, and tracking features for certificate replacement services.

Steps to complete your application:

Visit portal.nesa.gov.rw and log in or create an account

Select "Certificate Replaceme from the services menu

Fill in your personal details, these will be cross-checked against NESA's examination database

Upload your required documents (ID, RIB certificate or damaged original, passport photo)

Submit your application and note your application reference number

Keep your reference number. You will use it to track the progress of your application.

Step 4: Pay the Application Fee

Certificate replacement through NESA is not free. Payment is made through the IremboGov platform  Rwanda's official government e-payment portal.

The NESA online portal provides payment methods integrated into the application process. You will receive a bill number and PIN after submitting your application. Use these to complete payment on Irembo.

Key things to know about payment:

The fee is processed through www.irembo.gov.rw

Payment can be made via MTN Mobile Money, Airtel Money, or bank card

Bill numbers expire after 5 days and are not renewable pay promptly after receiving your bill

Keep your payment receipt; you can download it again if needed

For the most current fee amount, verify directly on the NESA portal or by calling 9070, as fees are subject to change by the government.

Step 5: Track Your Application and Collect Your Certificate

After submitting and paying, NESA processes your application. The NESA online portal includes tracking features so you can monitor the status of your application.

You will be notified by SMS or email once your replacement certificate is ready. Depending on the service, you may be able to download a digital version directly from the portal, or you may need to collect a physical copy from a NESA office.

If you entered your email address during the application, the notification and download link will be sent there automatically. If processing takes longer than expected, contact NESA directly:

Email: [email protected]

Toll-free: 9070

Website: www.nesa.gov.rw

Other Useful NESA Services You Should Know About

While you are navigating the NESA portal, it is worth knowing what other academic document services are available, many graduates are unaware of these:

Confirmation of Results: For purposes such as university admission, immigration, or employment screening, the Confirmation of Results service provides official verification directly from NESA to a third party such as an employer or a foreign university. Guaranteeing the authenticity of your scores and academic achievement. This is often needed when applying abroad.

Name Correction If a clerical error or a legal change has resulted in a discrepancy between your personal identification and your academic records, the Name Correction service allows you to officially rectify the name on your certificate or transcript.

Certificate Verification Employers and institutions can verify the authenticity of any NESA certificate at graduate.nesa.gov.rw by entering the certificate number or scanning its QR code. This verification system allows any party to confirm a certificate's authenticity quickly.

Language of Instruction Certificate A Language of Instruction Certificate officially confirms the primary language used during your studies, such as English or French which can be a key requirement for international university applications or professional accreditation bodies.

Common Mistakes to Avoid

Waiting too long after losing your certificate. The RIB Lost and Theft Certificate is valid for only one month. If you apply for it but then delay your NESA application, it will expire and you will need to get a new one. Start the NESA application process immediately after receiving it.

Not knowing your examination index number. Your index number is essential to locate your record in NESA's system. If you cannot find your original result slip, do not guess contact NESA by phone or email before submitting your application.

Paying before receiving your bill number. Pay only after receiving a bill number and PIN from Irembo. Bill numbers expire after 5 days and are not renewable. Never pay before you receive these, there is no way to recover an orphaned payment.

Sending a photocopy of a damaged certificate. If you are applying due to physical damage, NESA requires the actual damaged original  not a photocopy. Keep it safe until your application is processed.

Quick Reference Summary

NESA Contact:

Toll-free: 9070

Email: [email protected]

Portal: portal.nesa.gov.rw

Website: www.nesa.gov.rw

A Note for Students Currently Preparing for Exams

If you are an S6 student preparing for the upcoming July 2026 national examinations, this process does not apply to you yet  your certificate will be issued after your results are released. However, save this article. The number of graduates who lose or damage their certificates in the years following graduation is higher than you might expect, and knowing this process in advance saves significant stress later.

And if you are currently preparing for your A-Level exams this July, Mathrone Academy is here to help you perform your best before you ever 

need a replacement certificate.

Request a tutor at Mathrone Academy

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